Purchase Ledger Supervisor

**Purchase & Sales Ledger Supervisor**
**What is the purpose of the role?**

The Purchase & Sales Ledger Supervisor role within Turtle Bay is responsible for the timely processing of transactions and reconciliations by the Purchase Ledger Team and the preparation of the weekly payment run, while also maintaining our smaller Sales Ledger function.

Managing a team of two Purchase Ledger Assistants, and reporting to the Finance Manager, you will oversee our invoicing and approval systems, currently Microsoft Dynamics, Continia, Procure Wizard, ProNett and Concur. You will have input into how we use these systems and will have the chance to update and improve procedures. Internally you work with the site managers, ops and other members of the support team to ensure that invoices are approved on time and any queries/disputes are resolved quickly. You will be expected to forge relationships with Suppliers to make the billing and payment process as smooth as possible, while ensuring correct procedures, coding and VAT treatments are followed by the team.
**Your Key Responsibilities**:

- Managing the Accounts Payable ledger and associated workflows and Statement reviews
- Managing a team of 2 Purchase Ledger Assistants, providing leadership and support
- Weekly processing of staff expenses using Concur
- Preparation of weekly payment runs
- Assist Management Accounts at period end with accruing any unprocessed invoices
- Month End Close process and production of monthly aged creditors report for review
- Knowledge of different VAT treatments and ensuring we are processing correctly
- Understanding of budgets and budget coding to ensure invoices are being coded accurately
- Ownership of the Sales Ledger, including raising occasional Sales Invoices and Credit Control where needed
- Working with sites and support staff on query escalation or ways to improve processes
- Contribute towards department wide objectives
- Ad hoc projects
**How will we measure you?**
- Invoices are being accurately and timely processed
- Resolution of queries and disputes on a timely basis
- Supplier credit terms are adhered to and avoid any accounts being put on stop
- Key supplier accounts are regularly reviewed and reconciled
- Production and review of monthly aged creditors report, with any highlighted areas investigated and actioned
- VAT rules are followed and processed accurately
- Building good relationships with suppliers and fellow team members
- Audit deliverables complete

**Key Stakeholders**
- Suppliers
- General Managers
- Operations Managers
- Exec team
- Support centre
- Software providers

**Experience Required**:

- Previous Management experience in a Purchase Ledger role
- Strong understanding of the Purchase Ledger function, and the VAT rules and requirements
- Good attention to detail whilst being able to multi-task
- Communicate effectively in English, both verbally and in writing. Telephone skills especially important
- Confident with Excel and able to use spreadsheets for reconciliation
- Competent user of other Microsoft Office products, including Word and Outlook
**What does my role look like?**
**What days am I expected to work?**

You are expected to work 5 days a week, however there are times when working on projects or tight deadlines you may need to pick up more hours. The majority of this will be split between office based and working from home, but you may be required to visit the sites to gain more knowledge or to perform training.

**What are my Hours of Work?**

Your contracted hours of work are 37.5 hours; this enables you to perform the work that Turtle Bay requires. At times, these hours will vary due to the needs of the business. This can be agreed on an ad-hoc basis.

**Who do I report to?**

You report to the Finance Manager

**Will I be dealing with confidential information?**

Yes, you will be dealing with private and confidential information. Sometimes regarding the overall company’s performance, the predicted performance and individual’s information. Obviously, we must not share information with others or talk to people about confidential information.

**What about my development?**

Both the Finance manager and CFO will have regular check-ins with you to ensure you settle into your role in the first few months, these will be mainly focused on how you are and your output. Following this, personal objectives will be set that align to the company’s objectives and 6 monthly check-ins with the Finance Manager & the CFO will take place to review your performance and update those objectives where appropriate.